Documents in the Planning Layout 

Use

You can use documents to provide additional information on a particular value.

For example, in a layout that you are using to present the income statement, you could assign a document to the field for the disclosure of the transferred tax on earnings, in which you report about fiscal developments in the previous fiscal year.

You could add a graphic with the sales progress of the last five years to a field that shows the current sales figures for a specific product as a document.

You determine whether the document function should be active at the time of execution in the Customizing of the planning layout. In the executed planning layout you can open, edit, and delete existing documents.

Integration

·        This function uses SAP BW functionality to edit documents on InfoProvider data.

·        You can also access documents that you create in the context of a planning layout with the documents planning function.

In contrast to documents which you create there, documents created in the context of a planning layout always have a key figure assigned. The system automatically determines which key figure is concerned when creating the document because of the position of the cell in the planning layout for which you create the document.

Prerequisites

·        Documents in planning layouts are always stored for a characteristic/key figure combination. For this reason you can only maintain documents for a particular cell in the layout if the storage of documents is permitted for the characteristics involved. The appropriate option is determined on Tab Page: General in InfoObject maintenance.  For more information, see Characteristic is Document Property.

If not all the characteristics in a planning layout have the comment facility, it can happen that one and the same document is assigned to several cells in the planning layout.

·        If the documents that you want to define in the layout were created with a Microsoft Office application, the corresponding application must be installed locally on your PC in order to be able to use the function.

Features

Customizing the planning layout

Using  Display Documents you can determine that the system is to check whether documents are defined on the values in the data columns when the planning layout is executed. If this is the case, the cells for which documents exist are indicated in the executed planning layout either by a small shape symbol (MS Excel) or a blue background (SAP ALV grid). If the function is not active then there is no indication in the executed planning layout as to whether documents exist for the data displayed.  In addition, you control whether new documents can be created in the layout with this function.

In the executed planning layout the following functions are available:  Create Documents,  Open Documents (and edit),  Delete Documents. You are also able to create several documents for one cell.

The following document types are supported:

·        Microsoft Excel

·        Microsoft PowerPoint

·        Microsoft Word

·        Text document

Documents act like transaction data: They are locked with transaction data. Documents for cells that are not ready for input can only be displayed. They cannot be changed or deleted. Neither can new documents be created for cells of this kind.

Activities

Activating documents for planning layout

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       1.      Choose Change Layout in the context menu of a planning layout.

       2.      Choose  Continue until you reach the third step of the layout definition. The preview is displayed with the design of the layout

       3.      Choose  Display Documents. A dialog box appears in which you can determine whether documents should be read. This option is normally not selected so as to optimizing performance.  

       4.      Highlight the option Read Documents.

This setting has the effect that the system searches for existing documents when executing the planning layout, assigns them to the cells of the planning layout, and activates the processing function for documents.

Using documents in the planning layout

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       1.      Execute the planning layout.

If documents exist for the current characteristic selection and the key figures used in the layout, the system adds a small symbol in the upper right cell corner for the cells concerned. In SAP ALV the cell is highlighted in color in this case.

       2.      To create a new document for a cell, highlight this and choose  Create Document. A dialog box appears where you enter the title and type of the document.

Enter the Title of the documents and determine its Type (Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Text document). The system starts the assigned editor with a new document in accordance with the type you selected.

If you have already opened a document with the same application, this document is closed automatically and stored temporarily in a document buffer.

Edit the new document.

       3.      To open a document that is assigned to a cell, highlight it and choose  Open Document. The system starts the appropriate application with the document.

If more than one document is assigned to the cell, the system displays a dialog box with the list of available documents from which you can choose the desired document.

You can access the documents displayed in the layout in Excel by simply clicking on the document symbol in the upper right corner of the cell.

       4.      To delete a document that is assigned to a cell, highlight it and choose  Delete Document.

If more than one document is assigned to the cell, the system displays a dialog box with the list of available documents from which you can choose the document to be deleted.

       5.      To save changes to documents, choose  Save All.